1. HRMS End User Training Personnel Time Recording Participant Training Guide October 2012

2. Table of Contents

3. 3 HRMS Personnel Time Recording

4. 4 4 HRMS Payroll and Reports Classroom Introductions Name Role Agency Goal(s) for class Welcome to Time and Recording Security Restrooms Participant Lounge Building Evacuations Messages Cell Phones Computers Participant Introductions

5. 5 Course Objectives Upon completion of this course, you will be able to:  Understand new terms and concepts for Personnel Time Recording  Define how Personnel Time Recording fits into the payroll processing cycle  Make short-term changes to an employee’s work schedule  Enter wage types (i.e. overtime) in CATS  Enter absences in CATS  Enter labor distribution in CATS  Learn how to transfer time from CATS to HRMS  Understand how to access and run reports

6. 6 Training Materials The following training materials and tools are used: HRMS Training Guide: Designed to introduce you to HRMS navigation terms and concepts and to provide the necessary information to complete the activities and exercises throughout the course. HRMS Activity Guide: Designed to provide you with activities and exercises that help solidify your understanding of concepts learned in the course and also provide you with an opportunity to use HRMS.

7. 7 HRMS On-line Quick Reference (OLQR): On-line help that provided you with step-by- step instructions designed to help you complete tasks in HRMS. Training Tools Website address: http://pub/payroll/HRMS/OnLineQuickReference/Pages/default.aspx http://pub/payroll/HRMS/OnLineQuickReference/Pages/default.aspx

8. 8 HRMS Job Aids: Designed to provide you with reference materials so you can quickly access relevant HRMS information. Job Aids Website address: http://www.dop.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/JobAids.aspx

9. 9 Personnel Time Recording Overview

10. 10 Personnel Time Recording Overview Upon completion of this section, you will be able to:  Define key terms associated with entering time and attendance in HRMS.  Understand how Personnel Time Recording fits into the overall payroll process.  Define roles as they relate to the course.  Understand how to Manage Work Schedules.

11. 11 Key Terms Cross-Application Time Sheet (CATS) – Central time sheet used to enter employees time data:  Attendance  Absences  Labor Distributions –Time is recorded in CATS, and passed on to other applications. Once time is entered, this information is transferred to related HRMS infotypes where time data can be accessed during the payroll run. Effective Dating – Date used to enter an employees time data in advance or retroactively. The effective date is based upon a valid start date and end date

12. 12 Personnel Time Recording Roles Roles determine what a person can access. The following roles exist for Personnel Time Recording :  Time and Attendance Processor: Records absences/attendance into CATS  Time and Attendance Inquirer: Views absence quotas (accrual) and payroll time entries  Time and Attendance Supervisor: Manages the Time and Attendance Processor Has the ability to view all infotypes, however has limited update ability.

13. 13 Integration With Other HRMS Components Personnel Time Recording components are integrated with other HRMS areas When time is entered in CATS, it is transferred to Absences (2001) and Employee Remuneration Info (2010) in an employee’s personnel file. This information is used to pay employees The transferred information is directly pulled from HRMS during the payroll processing cycle Time Management Payroll Processing Personnel Administration

14. 14 Personnel Time Recording Process Flow Time Entered for employee with static cost centers SOW-2

15. 15 Managing Work Schedules

16. 16 Managing Work Schedules Upon completion of this section, you will be able to:  Understand how work schedules are developed in HRMS.  Identify available work schedules in HRMS.  Complete a work schedule substitution to an employee’s work schedule.

17. 17 Work Schedule Overview Work schedules are created when the Personnel Administrator Processor completes the Hire Action (PA40) Work schedules are created and maintained on the Planned Working Time (0007)

18. 18 Available Work Schedules There are more than 50 work schedules in HRMS Typically, the work schedule is based on a 40- hour week, but HRMS accommodates non- traditional schedules  Rotating work weeks  Altered work days (flex schedules)  24/7

19. 19 Change Work Schedule Short or long-term changes can be made to the a work schedule after it has been established As the Time and Attendance Processor you can make short- term changes to an employee’s work schedule using a work schedule substitution Long-term work schedule changes are done by the Personnel Administrator Processor or the Payroll Processor using the Planned Working Time (0007)

20. 20 Short-Term Work Schedule Substitution To complete a short-term work schedule substitution, follow menu path: Human Resources  Time Management  Administration  Time Data  Maintain You can also access the transaction using the transaction code PA61 (Maintain Time Data)

21. 21 Short-Term Work Schedule Substitution ■Enter the employee’s Personnel no. ■Click (Enter) to validate. ■Select under ■Enter the date (s) that need to be adjusted under ■ Click (Copy)

22. 22 Short-Term Work Schedule Substitution Verify the dates. Select the new code from the drop down list that reflects the right schedule Click (Save)

23. 23 Short-Term Work Schedule Substitution – Month View ■Enter the employee’s Personnel no. ■Click (Enter) to validate. ■Period: Enter the date to be adjusted. ■To view the work schedule click

24. 24 Short-Term Work Schedule Substitution – Month View

25. 25 Short-Term Work Schedule Substitution – Month View The Time and Attendance Processor makes any necessary changes to any days on the employee’s schedule. In this example, the employee is switching days off from Saturday to Thursday. Enter any changes on the day(s) that need to be adjusted.

26. 26 Short-Term Work Schedule Substitution- List Entry To complete a short-term work schedule substitution, follow menu path: Human Resources  Personnel Management  Administration  HR Master Data  Maintain You can also access the transaction using the transaction code PA30 (Maintain HR Master Data)

27. 27 Short-Term Work Schedule Substitution- List Entry cont’d. ■Enter the employee’s Personnel no. ■Click (Enter) to validate. ■Select under ■Select Goto on the menu bar. ■Select List Entry

28. Short-Term Work Schedule Substitution- List Entry cont’d. Enter From/to Date. –This may not exceed 15 days. Enter 04- shift substitution Enter the Daily Work Schedule. Click (enter) to validate. Click (save) to save. 28

29. 29 HRMS Activity Short-Term Work Schedule Substitution Demonstration (Activity Guide Pg. 4) Exercise (Activity Guide Pg. 6)

30. 30 Review Questions –Overwrite an employee’s work schedule when the change is for a shortened period of time. When do you complete a work schedule substitution using PA61? What are two ways that you can complete a work schedule substitution?

31. 31 Enter Time and Attendance in CATS

32. 32 Enter Time and Attendance in CATS Upon completion of this section, you will be able to: Define new terms related to time recording Know the difference between positive (hourly) and negative-time (salaried) reporting. Enter time and attendance in CATS including:  Wage Types (i.e. Overtime)  Absences  Labor Distribution (cost center allocation)

33. 33 New Terms SOW-1 – Data Entry Profile used when the labor distribution needs to be changed for an employee. SOW-2 – Data Entry Profile used when you need to enter an employee’s time without changing the labor distribution. Negative-time reporting (salaried) Recording only exceptions (i.e. annual leave, overtime) to a salaried employees work schedule. Positive-time reporting (hourly) – Recording all hours worked as well as all absences during the pay period.

34. New Terms cont’d. Wage type - Wage types separate amounts and time units for various business purposes. Absence type – List of valid paid and unpaid absences. Absence quota - It is an employee’s entitlement to a certain absence. It is the amount of time allowed for an employee to be absent from work, such as Annual Leave or Sick Leave. Labor Distribution – Where an employee’s time is charged. Some employees may have one labor distribution, some may have multiple labor distributions. 34

35. 35 Time Recording Activity #1 Wage Types Time and Attendance Processor accesses CATS Time and Attendance Processor records Wage Types Time and Attendance Processor records absences Time and Attendance Processor enters labor distributions Time and Attendance Processor selects the assigned work schedule, if necessary Time and Attendance Processor saves and exits CATS

36. 36 Access CATS There are two ways to access CATS (cross- application time sheet):  Follow menu path: Human Resources  Time Management  Time Sheet  CATS Classic  Record Working Times  Enter transaction code CAT2 (cross-application time sheet)

37. 37 Time Sheet: Initial Screen Fields to complete :  Data Entry Profile  Key date  Personnel Number Click (Enter Time) to access the employee time sheet. Note: If the only visible field is Data Entry Profile, make a selection and click (Enter). The remaining fields will appear.

38. 38 Time Sheet: Data Entry View

39. 39 Enter Regular Working Time Hourly Click the (Matchcode) button in the Wage type field to open the wage type selection list. Hint: Click on the “Wage Type Long Text” header to alphabetize the list.

40. 40 Enter Regular Working Time Hourly Enter the Wage type.  Example: Wage type 1200 - Regular Working Time Hourly Enter the MU (measuring unit). For Wage Types the measuring unit is HR. Enter the hours worked for each day. To validate entries click (Check Entries). Click (Save) to save.

41. Display totals for wage types entered Check the box to the left of each wage type to view Select (Detailed Time Data) to display If multiple wage types were entered, select to display next record 41

42. 42 HRMS Activity Entering Wage Types and Recording Overtime in CATS Demonstration (Activity Guide Pg. 9) Exercise (Activity Guide Pg. 11)

43. 43 Hourly Rate Per Assignment

44. There are two ways To access Display HR Master Data (PA20)  Follow menu path: Human Resources  Personnel Management  Administration  HR Master Data  PA20-Display  Enter PA20 into the command field.

45. 45 Hourly Rate Per Assignment Enter the Personnel Number Click (Enter) to validate Select the gray box to the left of to select Click (Display) to view

46. 46 Hourly Rate Per Assignment cont’d. Employees position number is located under the Organizational Assignment Section –Highlight and Copy the Position Number Enter /NCAT2 in the command field to access CATS.

47. 47 Hourly Rate Per Assignment cont’d. Fields to complete : –Data Entry Profile (SOW-2) –Key date –Personnel Number Click (Enter Time) to access the employee time sheet.

48. 48 Hourly Rate Per Assignment Fields to complete: –Wage Type –Position number –MU –Hours worked per date ■To validate entries click (Check Entries) ■Click (Save) to save.

49. 49 Salary Hours Override

50. 50 Enter Salary Hours Override Fields to complete : –Data Entry Profile (SOW-2) –Key date –Personnel Number Click (Enter Time) to access the employee time sheet.

51. 51 Enter Salary Hours Override cont’d. Enter Wage Type 1223 (Salary hours override). Enter the MU = ‘HR’. Enter the actual hours available for the pay period Click (Save).

52. 52 Review Question 1.When would a wage type be entered on a salaried employee ? 2.True or False? When entering time worked for an hourly employee, you can add all hours worked for the pay period, lump them together and enter the total hours worked using wage type 1200?

53. 53 Time Recording Activity # 2 Absence Types Time and Attendance Processor accesses CATS Time and Attendance Processor records Wage Types Time and Attendance Processor records absences Time and Attendance Processor enters labor distributions Time and Attendance Processor selects the assigned work schedule, if necessary Time and Attendance Processor saves and exits CATS

54. 54 Access CATS There are two ways to access CATS (cross- application time sheet):  Follow menu path: Human Resources  Time Management  Time Sheet  CATS Classic  Record Working Times  Enter transaction code CAT2 (cross-application time sheet)

55. 55 Time Sheet: Initial Screen Fields to complete :  Data Entry Profile  Key date  Personnel Number Click (Enter Time) to access the employee time sheet.

56. 56 Enter Absence Types Click the (Matchcode) button in the A/A Type field to open the absence type selection list. Hint: Click on the “Att abs.type text” header to alphabetize the list. Note: Absence types followed with a “U” are to be used for unplanned absences.

57. 57 Enter Absence Types ■Enter the A/A Type. ■Enter hours taken for the date the absence was used. ■Click (Check Entries) to validate entries. ■Click (Save) to save

58. 58 I Received An Error… Now What? Error MessagesResolution “Enter amount or number”A wage type has been entered, therefore a measurement unit (example HR for hours) must also be entered. “Unit not permitted”A unit has been entered for an absence type. Delete the unit and save again. “Attendance/absence XX/XX/XXXX during non-working period” The absence has been entered on a non-working day according to the work schedule. The Time and Attendance Processor will need to first overwrite/maintain the work schedule then re-enter the absence or attendance. “Not enough Quota for attendance type xxxx” The employee does not have enough hours in the Absence Quota Bucket remaining to enter the absence. “Enter relevant working time attributes” Hours have been entered without entering a wage type or absence type. Re-access the transaction and enter a wage type or absence type. “Wage type XXXX not permitted for EE subgroup grouping X (from XX/XX/XXXX to XX/XX/XXXX)” A wage type was assigned that is not permitted for a particular employee grouping or personnel sub area. Return to the transaction and enter a valid wage type.

59. 59 Holiday Absence Type

60. 60 Absence Type - Holiday Salaried employees with a valid schedule (excludes 24/7) will not need to record holidays. A Holiday Schedule has been established in the system. Hourly employees with a valid schedule (excludes 24/7) will need to record holidays. The system will give a warning message; you can override the warning by clicking the enter key. 24/7 Salary and Hourly employees will need to record the holiday with the correct absence type. No Holiday Schedule associated with a 24/7 schedule.

61. Absence Type – Holiday cont’d. Hourly employees who receive a prorated holiday and/or personal holiday:  Agencies will have to manually track the work hours in both halves of the month (1-15 and 16-31).  Manually enter the holiday hours in CATS to the applicable date for the legal holiday and/or personal holiday.  The system will then automatically retro and pay on the 10 th of the following month. 61

62. 62 Holiday- Stopping holiday pay Transaction code PA61 in the command field Enter the employee’s Personnel Number Click (Enter) to validate. Select Enter the date of the holiday Click (Create).

63. 63 Holiday- Stopping holiday pay cont’d. Fields to complete: –From and To date –Select work schedule* –Day Type Click (Enter) to validate. Click (Save) to save.

64. 64 HRMS Activity Enter Absences in CATS Exercise (Activity Guide Pg. 14)

65. 65 Time Recording Activity #3 Labor Distributions Time and Attendance Processor accesses CATS Time and Attendance Processor records wage types Time and Attendance Processor records absences Time and Attendance Processor enters labor distributions Time and Attendance Processor selects the assigned work schedule, if necessary Time and Attendance Processor saves and exits CATS

66. 66 Access CATS There are two ways to access CATS (cross- application time sheet):  Follow menu path: Human Resources  Time Management  Time Sheet  CATS Classic  Record Working Times  Enter transaction code CAT2 (cross-application time sheet)

67. 67 Enter Labor Distribution Fields to complete : –Data Entry Profile –Key Date –Personnel Number Click (Enter Times).

68. 68 Enter Labor Distribution The following fields must be filled in : –Rec. CCtr –RecCostObj –RecFund –Rec.FuncAr –AFRS Project Structure –AFRS Allocation Enter hours on each day the time is recorded to that labor distribution. Enter the Wage and/or Absence type(s). Enter the MU. Click (Check Entries). Click (Save).

69. 69 Enter Labor Distribution Override Hours For salaried employees who need to report hours worked to a different labor distribution, use Wage Type 1222 (Labor Distribution Override Hours). The maximum hours that can be entered using Wage Type 1222 is the scheduled hours for the pay period. Enter the total number of hours worked that need to be reallocated, not by day. If multiple reallocations are necessary, then the total for each reallocation should be entered.

70. Enter Labor Distribution – Copy Row Enter first row of AFRS Coding. Click box to left of first row to select. Go to: Menu Bar Select Edit/Edit Row/Copy Row Make necessary funding changes. Click Save to save record. 70 Scenario: You have employee who needs to report hours worked to multiple labor distributions. Instead of keying multiple labor distributions, use the copy row function to duplicate the coding. Be sure to enter the necessary funding changes as well as the appropriate wage type 1200- for hourly employees or 1222- salary hours override.

71. 71 True - There can be multiple cost centers assigned to the position, but if different cost centers are entered in CATS for the same employee, this information will override what is assigned to the position. Review Questions 1.True or False? The labor distribution entered in CATS overrides the labor distribution assigned to the position? False- The holiday calendar has been created for only salaried employees on a valid work schedule, which excludes the 24/7 work schedule. 2.True or False?: Employees who have been assigned the 24/7 work schedule, will not need to have the holiday absence type entered on their CATS screen for holidays, as a holiday calendar has already been created?

72. 72 Time Transfer from CATS to HRMS

73. 73 Objectives Upon completion of this section, you will be able to: –Describe what happens to information after it is entered in CATS –Understand how time transfer fits into the overall payroll processing flow

74. 74 Time Transfer Overview When time is entered into CATS it remains in the CATS database until it is transferred to HRMS using a ZCAT transaction Once the ZCAT transfer is completed, the time information populates infotypes 2001 (Absences) and 2010 (Employee Remuneration Info) in HRMS CATS IT2001 Payroll IT2010 Note: IT2001 is your Annual Leave, Sick leave etc. IT2010 is your Overtime, Assignment Pay

75. 75 Access Time Transfer To begin the Time Transfer ■Enter the transaction code ZCAT6 into the command field. ■Click (Enter)

76. 76 Time Transfer Verify is checked Enter Personnel number under. Enter dates for current pay period. Click (Execute) to execute the time transfer.

77. 77 Review Questions 1.Which infotypes store the time data that is transferred during the ZCATA or ZCAT6 Time Transfer Process? 2. True or False? Agencies must complete a time transfer prior to the first payroll day?

78. 78 Helpful Tips

79. Tip # 1 Fast Entry of Same Absence Type 1.Enter the Absence type and select the row 2.From the Menu bar: select Edit  Propose Times  Target Hours 79 Tip: Use the fast entry of same absence type for employees who are or will be on an extended absence.

80. Tip # 1 Fast Entry of Same Absence Type 3.Check (Validate) to validate your entries 4.Check (Save) to save. 80

81. 81 Tip # 2- Determine when an absence quota was used Transaction code PA20 (Display HR Master Data Enter the employee’s Personnel no. Click (Enter). Select the Select Select All in the period Click the (Overview) icon

82. 82 Tip # 2- Determine when an absence quota was used ■ Select the grey box to left ■ Select to display

83. Tip # 2- Determine when an absence quota was used cont’d 83 ■ Go to the Menu bar select Goto/Deductions ■ Display when the absence was used ■ Write down the days leave was used

84. Tip # 3 Using the Fast Entry Time Data (PA71) 84 ■Used to enter absences for specified dates for multiple employees ■Enters hours directly into HRMS on the employees Absences Infotype 2001- based on the employees work schedule ■Refer to the user procedure Fast Entry of Time Data located on the OLQR Not to be used for employees on a 24 x 7 work schedule.

85. 85 Personnel Time Recording Reports

86. 86 Reporting in HRMS HRMS integration provides the capability to run reports within Personnel Areas (agencies or sub-agencies). Generating reports allows you to process information quickly to support decision making. Ability to export and manipulate “real-time” data.

87. 87 HRMS Reporting - Transaction Code Map HR = Human Resources “Z” = Custom “RPT” = Report Report GAP # Functional Area Z HR _ RPT TM 084 The Transaction Code used for this example is the Attendance System Change Report. Functional Areas: PY – Payroll PA – Personnel Administration OM – Organizational Management TM – Time Management BN- Benefits

88. 88 Display Working Times Report The Display Working Times report displays all absence types and wage types that have been keyed into CATS Refer to the OLQR User Procedure: CATS Display Working Time Access the Display Working Time Report using the transaction code: CATS_DA.

89. 89 Display Working Times Report cont’d. Fields to complete : –Reporting Period: Select the desired reporting period. –Selection Criteria: Enter the Personnel Number.  Select the (Selection Fields) to add more search criteria  Select Personnel Area

90. 90 Display Working Times Report cont’d. Select the ( Dynamic Selections ) icon Select the Administration Info. folder –Select options to filter by –Click (Save) to save. Click (Execute).

91. 91 Display Working Times Report cont’d. Tip: Double chick on to display changes made. Click on the (Time Entries) to access the employee’s CATS screen.

92. 92 HRMS Activity Run Display Working Times Report Exercise (Activity Guide Pg. 17)

93. 93 Leave Activity Summary Report The Leave Activity Summary Report displays leave balances and the monetary value, as well as, the number of employees who automatically accrue leave. This report also displays the number of employees who are on Leave Without Pay (LWOP), number of LWOP hours reported and calculates percentages of leave usage. Access the Leave Activity Summary Report using the transaction code ZHR_RPTTM398.

94. 94 Leave Activity Summary Report cont’d. Fields to complete : –Key date – enter the date range for the time period you want to report on. –Selection – enter an employee personnel number in the Personnel Number field. –Quota Selection – enter a Quota type selection or leave blank if you want to capture all Quota types. Enter a Deduction Period. –Key Date for Deduction –Key Date for Entitlement Click (Execute).

95. 95 Leave Activity Summary Report cont’d. Click on for a detailed view of the report.

96. 96 HRMS Activity Run Leave Activity Summary Report Exercise (Activity Guide Pg. 19)

97. 97 Attendance System Change Report The Attendance System Change Report displays all employees who had attendance activity during the selected reporting period. This is a monthly quota balance report per employee Refer to the user procedure Attendance System Change report on the OLQR Access the Attendance System Change Report using the transaction code ZHR_RPTTM084

98. 98 Fields to complete: –Period –Personnel area –Personnel Number –Quota type (Optional) –Deduction Period Verify is checked Click (Execute) to generate the report Attendance System Change Report cont’d.

99. 99 Attendance System Change Report cont’d. Click on for a detailed view of the report.

100. 100 HRMS Activity Run Display Attendance System Change Report Exercise (Activity Guide Pg. 21)

101. 101 Summary Throughout the course, you have learned: –How Personnel Time Recording fits into HRMS and the Payroll Process –When and how to make a short-term change to an employee’s work schedule –How to enter wage types in CATS –How to enter absences in CATS –How to enter labor distribution in CATS –How to perform a time transfer from CATS to HRMS –How to view time data using reports

102. 102 Resources The following resources are available for your use: –DES Service Center– (360) 664–6400  ServiceCenter@dop.wa.gov –The On-Line Quick Reference  http://www.hr.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/default.aspx http://www.hr.wa.gov/payroll/HRMS/OnLineQuickReference/Pages/default.aspx –HRMS Resources  http://www.dop.wa.gov/payroll/HRMS/HRMSSupport/Pages/HRMSResources.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupport/Pages/HRMSResources.aspx –Office of Financial Management  http://ofm.wa.gov

103. 103 HRMS Support Address: http://www.dop.wa.gov/payroll/HRMS/HRMSSupport/Pages/default.aspx/

104. 104 ZAlert System Messages –Messages are sent by the ISD Customer Support unit and will appear when logged into the system or when first logging in.  ZAlerts will last up to 2 hours after being displayed. Once the message has expired you will no longer see the message. –Messages will vary and may contain information regarding payroll pick-up or may direct you to the HRMS Message Center.

105. 105 Question and Answer

106. 106 Training Evaluation Please take a few minutes to complete the course evaluation and participant assessment prior to leaving. Thank you for your participation